What is Mentoring? - Flinders University

Mentor Training
Presenters:
Sandra Egege Verity Kingsmill
Transition Office
Careers
Training Outline
9:15 Welcome to Mentor Program
11:00 The Practical Side of Mentoring (1)
OH&S
Expectations
• Yours
9:30 The Mentor Program and Your Role
• Ours
What is a mentor?
Why have mentors?
Reporting serious issues
How does the program work?
Student issues lifecycle
Benefits of Mentoring
Student issues
Mentor role and role boundaries
Diversity in mentee groups
10:00 Resources & Support Services
11:30 The Practical Side of Mentoring (2)
Resources-Mentor Survival Kit
Establishing mentoring relationships
Roles of Mentor Program staff
Orientation and Communication
• Role of Directors of First Year Studies
Real Life Scenarios
• Role of Transition Office
Email management & etiquette
Support Services
12:00 Any queries
FUSA/FlindersOne
12:05 Lunch
Library/FLO
1:00 School-specific sessions
10:30 Morning Tea Break
Issues- Work Health and Safety
• Emergency Procedures
– Standby tone
– Evacuation tone
• Medical Emergencies
– First Aid
– Need an Ambulance
• Work Health and Safety policy
– http://www.flinders.edu.au/ppmanual/health-safety/work-health-and-safetypolicy.cfm
• Reporting Incidents and safety matters
– https://flinsafeportal.flinders.edu.au/FlindersEcPortal/
• University Environment – Security 12880
3
Before we start
1. Think back –
What do you wish you had known when you first started your
course?
What would have made a difference to you in the first week
or weeks?
2. What you think your Mentoring role will entail Why be a mentor?
(adapted from Curtin’s START program)
Mentoring example
What is Mentoring?
• Think of someone who has been a mentor to you at
some point in time;
• Think of the qualities and attributes they had that made
them a good (or bad) mentor;
• What qualities or attributes do you think you might
bring?
Successful Mentors
• Have a mentor focus
• Have good knowledge of Flinders (or a willingness to find out!)
• Demonstrate honesty, integrity, and both respect and responsibility
• Show effective communication skills
• Are sensitive to how their Mentees are feeling
• Spend time communicating with Mentees
• Strive to be open minded, deal well with diverse individuals
• Are aware that mentees may not ask for help, for many valid reasons
• Are committed and motivated to support their mentees
See Mentor’s training guide, pp. 8 & 11
Why have mentors?
• High attrition rate – improve retention and student satisfaction
• How? Sense of belonging, engagement
• knowing where things are, what to do, where to go.
• So-called ‘Non-traditional’ students – first in family, lowSES, NESB,
temporary visa, working, mature age
• Alternative entry pathways
• Cultural/linguistic diversity
• Sense of isolation, alienation, too hard, disconnected,
• At risk of...
How does the program work?
Flinders policy - All commencing students to have a mentor.
A range of different mentor programs in each School.
Mentors & mentees are all peers (same School)
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Mentor
Embedded in topic
Peer tutorial support
General ‘opt out’ model
Formal or Informal
Structured / unstructured
Large group of mentees (5 – 20)
*All have same aim – help mentee make a successful transition to uni
How does the program work?
• Transition Office coordinates central mentor training
• Each School runs its own specific component
• Each School has a Mentor Coordinator (Director of First Year Studies)
• Generally, mentor randomly assigned between 10 – 20 new students
(your mentees)
• Assigned before or by Orientation (O’ Week)
• New students may be assigned during semester
• You need to:
1.
2.
3.
4.
5.
6.
do training (and any other useful workshops)
sign a mentor agreement (?)
take part in your School’s orientation where required
communicate regularly with mentees
attend meetings with School Mentor Coordinator
complete evaluation of your mentoring experience
Recognition of Your Role – What’s in it for you?
• Leadership experience - This will not be the last time you are in a
mentor/mentee relationship
• Improving/acquiring skills - active listening, communication, time
management, information gathering and distribution, networking,
email management, responding to deadlines, reflection and
constructive criticism
• Learn about yourself
• Making a difference to other students
• Meeting people – experience dealing with a diverse group
• Recognition of your contribution
• Contribution to your career
• Motivation and persistence
• Prioritisation of information
Mentors’ feedback
I found it meaningful to impart my experience,
regardless of wrong or right to them.
Feeling useful and helpful is fantastic and I have
loved having chats with these new Uni students
I found that I learnt and build on
many skills personally and
professionally. My communication
skills developed in more ways than
one. I was able to built a sense of
trust with ease, hence developing
rapport with people I didn’t know
quickly.
I feel that being a mentor also helped to develop
my leadership skills which will definitely be an asset
to myself in my career as a registered nurse.
I also get tremendous rewards from my mentees;
friendship, trust and respect.
I love the fact that this program puts a human
side to attending university and makes it less
intimidating and more accessible.
I was able to see for myself
how to be a team player, how
to lead a group of people, and
more importantly how to get
the message across in a
dynamic group.
I feel that being a mentor also helped to develop
my leadership skills which will definitely be an asset
to myself in my career as a registered nurse.
What is a Flinders Mentor?
• Guide
• Someone to ask questions of (“There are
no dumb questions!”)
• Networking facilitator (mentees, staff,
mentors, services)
• Information conduit (social, academic,
wellbeing)
• Role model
• non-discriminatory
• inclusive, helpful, friendly
• consistent, supportive,
motivational
• model good study skills and
time management where
possible
• honesty and integrity
Mentor
• Just-in-case support
• Signpost to support services and
appropriate academic staff)
Role Boundaries
Actual feedback from a mentor:
Mentor
(My mentee) didn’t
say yes when I
asked them on a
date!
Setting the boundaries
You are discussing contact details and several
members of your mentee group say they prefer
Facebook or Twitter as a medium. They also
suggest sharing mobile numbers.
One of your mentees asks to see you after your
session and says they don’t feel comfortable in the
group. They suggest meeting up separately.
Role Boundaries
The role for both mentor and mentee should be non-exploitative:
• You do not have to be a close friend
• You are not your mentees’ “representative” or advocate
• You can be a confidante, a role model, a person to go to for help
• You are not expected to know everything
What do you think your role boundaries/rules as mentor might be?
Think about:
• Academic and personal issues
• Friendships
• Reporting to staff
• Privacy
• Do point them in the right direction - your job is to connect them to
the most appropriate student services
• Share what you know if you think it would help
• Set guidelines in your first meeting (I can, can’t, will, won’t)
• Provide contact details but specify when and how they contact you
Role Boundaries
DON’T:
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Compromise your own study / work / life balance
Be available 24/7
Put yourself in a situation where you are not comfortable – seek help from your
School Mentor Program Coordinator or other support available
Proof read assignments
Meet alone off campus
Form a private relationship with a mentee
DO REMEMBER:
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There are services provided by staff on campus for
academic matters and disputes
You can help your mentees with self-directed learning
You can discuss any issues of concern with your
DofFYS and/or Transition Staff
You can request to switch a mentee to another mentor
See also pp.16, 17 in Mentor’s Guide
Mentor
Available Resources
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Resources-Mentor Survival Kit
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Manual
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Supports for mentees
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Skills development for mentors
Role of Directors of First Year Studies
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Your mentor coordinator
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School-specific information
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First port of call
Role of Transition Office
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Runs generic training
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website
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Access to print resources
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Room available
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Can be port of call
Teamwork
Support Services
Your hit team
Check out pp. 19 & 20 in Mentors’ Guide
Who to go to for...
Academic advice
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Student learning centre (Library, website, FLO)
Yunggorendi
Director of First Year Studies
Topic tutor
Subject librarian
Course advice
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Admissions
Careers
Course advisor
Faculty administrator
Health and well-being
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Health, Counselling and Disability Services
FUSA
Oasis
International Student Services Unit (ISSU)
Flinders One (Sport, yoga, massage)
Morning
Tea Break
Expectations: What you should expect of
Flinders
See page 10, Mentor’s guide
Expectations: What Flinders expects of
you
See page 9, Mentor’s guide
Reporting Serious Issues
 In the unlikely event of a mentee threatening self-harm or harm to others:
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Do not try to manage this yourself
Contact Security or Health and Counselling immediately – 12880/ 12118
Or Contact Lifeline all hours 13 11 14, web address http://www.lifelinesa.org.au
Report immediately to your School mentor coordinator or the Transition Office
(Sandra Egege)
 If you become aware of staff/student code of conduct issues OR you witness or
are the victim of bullying, harassment or discrimination:
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Contact your School Mentoring coordinator or Equal Opportunity unit (Lisa O’Neill –
13735) http://www.flinders.edu.au/equal-opportunity/
Think of your boundaries – you do not need to put yourself in harm’s way
nor allow destructive or illegal behaviours to go unmentioned.
Help and support is always available
The Student Issues Lifecycle
What sort of queries do you think come up during
these times – consider a diverse group of mentees
Timeframe
O’Week
Weeks 1 – 2
Weeks 2 - 5
Weeks 6 – 10
Weeks 11 – end
of exams
Results release
Issues
The Student Issues Lifecycle
Weeks 1 – 2
Weeks 2 – 4
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Homesickness
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Homesickness may still exist
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Family relationship issues because they
have moved away from home
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Feelings of uncertainty in adjusting to their
new environment
Financial strains may increase due to lack
of budgeting experience (or just from being
poor – most students don’t have enough
money!)
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Feelings of inadequacy and social rejection
fears
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Stress increases due to up and coming
assessment deadlines
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Frustrations in having to deal with
administration that their family may have
resolved for them already
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Frustration in accessing information and
using IT
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Feelings of being overwhelmed and overly
extended
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Difficulty managing competing
commitments (inc home, work)
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Uncertainty about course choice
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Loneliness and feelings of isolation.
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Time management difficulties
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Independent living issues
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Anxiety in establishing new friendships
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Organisational stress related to academic
study
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Stress from difficulties around locating
rooms and staff (timetable clashes)
Weeks 6 onwards
Weeks 4 – 6
• Concerns with meeting academic
expectations
• Increased anxiety concerning completing
assignments
• Continued feelings of being overwhelmed
and over extended
• Increased anxiety associated with accessing
information needed to complete
assignments
• Feelings of being burnt out
• Depression
• Homesickness continues
• Pressure to find paid work
• Increased academic work pressures associated
with meeting deadlines for assignments or tests
• Time management conflicts between University
commitments and personal/social commitments
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Increased alcohol or other substance
consumption
• Financial pressures – lack of money, bills
start to come in
• Relationship pressures - possibly issues with
friends or dating issues
• Possible questioning reasons for
undertaking course
• Sickness — lack of sleep and not eating well
• Stress and panic related to up and coming
exams
• Worried about return home during the holidays
• Financial pressures, with the possibility of no
money during the holidays
Mentee Issues
Types of Queries
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Course materials
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Class attendance
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Swapping units
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iLectures
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Textbooks
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Electives
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Re-enrolment
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Writing centre
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Second-hand books
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Major selection
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Events
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Proof-reading essays
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Public transport
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Appealing a mark
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Fitting in with the
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Turnitin
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Work-study-life balance •
Australian culture
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Parking
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ID cards
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Unit registration
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Library Borrowing
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Timetable registration
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Study tips
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Unit withdrawal
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Student exchange
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Locating classrooms
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Improving marks
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Overloading
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Referencing
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Work experience
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Organisation
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Deferring
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Group work
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Jobs
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Time management
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Extensions
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Uni English
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Motivation
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Managing the readings •
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Can I do it?
Submitting
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Clubs & societies
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In the ‘wrong’ course!
assignments
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Course specific
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Changing course
Health/counselling
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FLO
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Census date
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Fee payment
Homesickness
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What the course is like •
Finding way around
after 1st year
campus
services
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Printing
Diversity in Mentee
Groups
1. Some local and international students might participate more in online/email
discussions than face to face initially if that forum meets their needs
2. Some rural and international students may receive more varied, possibly accurate
information, if they have more Australian friends (otherwise they rely on info and
advice from home!).
3. Some international students may be used to a different educational system and
may be unaware of things you take for granted
4. Students from backgrounds and communities where university hasn’t been an
educational or workplace focus may experience severe ‘culture shock’
5. REMEMBER: part-time, NESB, international, rural, mature age, private school,
First-in-family – very diverse mentee groups
6. Ask mentees – what would help you? Don’t assume – everyone is different
Try to let your mentees feel supported regardless of who they are, where they are
from, their socioeconomic background, family status etc.
Establishing Mentoring Relationship
Some issues:
I emailed her once about how to hand in
assignments. She took a long time to get back
to me, so I handed it in wrong :(
Lost contact after second week. Saw them in
uni environment and there was no
acknowledgement of my presence
Did not reply to my email and then I gave up
making contact
Contact & Orientation
Attendance at School Orientation and O’Week
• Essential, proven to improve response rates from mentees, not to mention
retention and success rates for new students
• Good time to catch up and organise a meeting (over coffee!)
Contact with Mentees
• Check with your School mentor coordinator about what they expect from you
• Otherwise at least every 2 weeks, for the WHOLE semester. They may not
respond, but they like to know you are there if they need you
• Good idea to get the students’ preferred email and show them how to divert
their Flinders email
• Use the word “Mentor” in the subject line– so they know who it’s from and so it
does not go into Junk mail
• Bcc (Blind Copy) to all mentees (if emailing)
• Continue contact even if no response
Sticky Situations: What would you
do?
Scenario: Starting off
First meeting: You walk into the ‘wisdom corner’
in the library where you’d suggested your
mentees meet. Four females and two males are
present. After half an hour of introductions, chit
chat and nitty gritty talk, there is one mentee,
Majid, who is not saying much.
Scenario: Changing Dynamics
Two weeks have gone by and your mentee
appears to be losing faith in her ‘ability’ to
finish first year. She says she’s simply not cut
out for study. She likes science but is terrified of
public speaking. She likes maths but hates
exams and she feels there’s a lot to learn and
her kids demand a lot of her attention at home.
Scenario: Discrimination?
After your third session you learn that your mentee is having
issues with a lecturer. Your mentee tells you that his lecturer told
him that his cultural background is an issue for his learning now
because in Australia we learn to think and reflect by working
with others in groups and so it’s not like they do in some
countries where the teaching approach in use involves
transmission and memorising chunks of stuff. He is visibly upset
about the situation.
•What are the issues? What would you do?
Scenario: Suffering
Your mentee has arrived and seems distressed.
His eyes are swollen and he begins telling you
that he has a very abusive father and that
they’ve had a huge fight. His father has kicked
him out.
•What are the issues? What would you do?
Scenario: Needs
You’ve been helping your mentee understand
the criteria for a project. You have exhausted all
possible examples and metaphors.
•What are the issues? What would you do?
Scenario: Boundaries & Social
Media
Your mentee asks;
•Can we meet outside of the uni environment?
•Can I have your mobile number?
•Will you be my friend on Facebook [other social
media]?
Scenario: Cultured communication
• You have a mentee who is very casual in her
communications with you and other mentees
in your group. Her English language skills are
quite informal (colloquialisms are dominant in
her speech). She is now assigning nick names
to you and others in the group.
• What are the issues?
• What would you do?
Scenario: You are a mentee and get this email
To: [email protected]
From:[email protected]
Subject: Wassup my HOMEYS????
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Yo Homey,
What’s cracking? I’m busy as a mofo and have no time for my stupid assignments. What’s
going down with your uni work? Need a hand with anything?
I’m busting for the weekend so I can get smashed and hit the town.
Might have a barbie with mates on Sat – you up for it?
Toodle-loo,
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Mr Mentor Man (ps like my cartoon … ha ha ha)
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What are the issues?
Email/communication etiquette
• Check with your School mentor coordinator about what they expect from you
• Think about - What information is relevant, and when
• Use the word “Mentor” in the subject line– so they know who it’s from and so it
does not go into Junk mail
• Be friendly and informal but no need to be too ‘familiar’. You can use:
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Bulk email lists
Redirecting emails (eg. Outlook to home account or vice versa)
Timely replies (check daily – Facebook too)
Folders & filing
Forward to staff and cc the mentee
Email Etiquette
What is wrong with this email to mentees?
To: [email protected]
From:[email protected]
Subject: Wassup my HOMEYS????
Yo Homey,
What’s cracking? I’m busy as a mofo and have no time for my stupid
assignments. What’s going down with your uni work? Need a hand with
anything?
I’m busting for the weekend so I can get smashed and hit the town.
Might have a barbie with mates on Sat – you up for it?
Toodle-loo,
Mr Mentor Man (ps like my cartoon … ha ha ha)
Email Etiquette
An Example from a Previous Mentor...
SUBJECT: Your Student Mentor Contact – Response Required
Hello John, Melanie, Sally, Bob, Gagandeep, Mary, Puk, Doris, Xiao-Mei and Ferdinand I met most of you at Orientation, but wanted to confirm that I am your Flinders Student Mentor. I’m here as a source of
help and guidance if you need it. I will send you regular emails full of tips, hints, events and information that will help
you with your study and student life. Mentors volunteer to help out new students, so we do this because we are keen to
help not because we get paid!
Please feel free to ask me any questions you have about textbooks (which ones to and not to buy), classes and lecturers,
and anything else Uni related you might want to know/find. I can’t do your assignments or proof read for you, but I can
direct you to support services to help with that sort of thing!
I am really enjoying starting the third year of my Laboratory Medicine course – you might not see the relevance of some
of your first year units now, but when you hit second and third year, you understand how important the basics are and
get into the good stuff!
I would love to meet up with you a couple of times this semester for a short chat too.
MEETING: Next week, I’ll be at the Café on Thursday 14 Feb 10am – 11am. Please come along, the more of
you the better, then we can talk about any issues or questions you have about your new life at Curtin. If you don’t come,
I’ll be lonely on my own!
Please email me back to say Hi, confirm your email is correct, ask me questions and tell me about yourself!
Cheers!
Mentor Evaluation
It is important to obtain feedback and evaluation data:
– To validate your role
– To improve the program
– For research purposes
Please spend a few minutes filling out the feedback
form in your Mentor’s Survival Kit.
(place in box in foyer)
Think about whether or not you would consider providing more
detailed feedback at a later date.
A HUGE Thank You!
We wish you all the best for
your semester!
Any
questions
about
Mentoring?